How to organise a story festival from first plan to final story

A story festival works best when the programme, people and room setup are planned as one schedule. Start by fixing the date and location, then shape the programme around available narrators, audience capacity and breaks. Registrations, dietary requirements and volunteer roles need deadlines well before the event. In the final week, check story rights, test microphones and speakers, print the run sheet and confirm that food, drinks and signs are ready for the first visitor.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

1
Confirm date and location
2 people
2
Compile program
3 people
3
Assign narrators
2 people
4
Make reservations
5
Check permits
6
Check insurance
7
Design invitations
8
Send invitations
2 people
9
Process registrations
10
Collect dietary requirements
11
Recruit volunteers
2 people
12
Assign volunteers
2 people
13
Print the run sheet
14
Share route directions
15
Publish the program online
16
Prepare name badges
2 people
17
Print program booklets
2 people
18
Create signage
2 people
19
Check story rights
20
Test the equipment
2 people
21
Check stock
2 people
22
Check the shopping list
2 people
23
Do the shopping
3 people
24
Receive chilled products
2 people
25
Chill drinks
2 people
26
Prepare snacks
4 people
27
Set out tableware
2 people
28
Sort materials
3 people

Event

29
Open venue
2 people
30
Set up tables
4 people
31
Set up chairs
4 people
32
Set up registration desk
2 people
33
Set up the catering buffet
3 people
34
Set up kids' corner
2 people
35
Hang decorations
3 people
36
Set up signage
2 people
37
Set up the sound system
2 people
38
Test microphones
2 people
39
Mark presentation areas
2 people
40
Welcome the storytellers
2 people
41
Brief the storytellers
2 people
42
Staff the registration desk
2 people
43
Welcome visitors
3 people
44
Lead the opening story
2 people
45
Make program announcements
46
Guide storytellers
2 people
47
Serve coffee and tea
3 people
48
Serve snacks
3 people
49
Refill drinks
2 people
50
Restock the buffet
2 people
51
Supervise children's activities
3 people
52
Collect audience questions
53
Guide the photo moment
54
Check break areas
2 people
55
Check toilets
2 people
56
Empty trash bins
2 people
57
Guide the closing story
2 people
58
Wave goodbye to visitors
3 people
59
Turn off the sound equipment
2 people

Aftercare

60
Collect tableware
3 people
61
Clean up catering
3 people
62
Take down decorations
2 people
63
Take down chairs and tables
4 people
64
Dismantle the technical setup
2 people
65
Sort waste
3 people
66
Clean the venue
4 people
67
Clean the restrooms
2 people
68
Inventory materials
2 people
69
Return rental items
2 people
70
Store leftover stock
2 people
71
Register lost and found items
72
Return lost property
73
Archive photos and files

What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Foldable tablesqty 12
Folding chairsqty 120
Bar stoolsqty 8
Buffet tablesqty 4
Registration desk
Coat racksqty 2
Changing room screen
Child seatsqty 12
Umbrella binsqty 2
Clothes hangersqty 80
Storage cratesqty 12

Tableware

Reusable cupsqty 150
Coffee cupsqty 100
Platesqty 150
Cake platesqty 120
Forksqty 150
Knivesqty 120
Spoonsqty 120
Serving spoonsqty 12
Serving plattersqty 20
Serving tongsqty 10
Thermos flasksqty 8
Water jugsqty 8

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Measuring cupsqty 3
Mixing bowlsqty 4
Coolersqty 6
Ice cube traysqty 4
Aluminum foilqty 4
Food storage containersqty 12

Equipment

Active speakersqty 2
Wireless microphonesqty 3
Mixer
Microphone standsqty 3
Laptop
HDMI cablesqty 3
Extension cordsqty 8
Power stripsqty 6
Power banksqty 4
Walkie-talkiesqty 8
Charging stationsqty 2
Printer
Printer paperqty 4
USB sticksqty 3
Spare batteriesqty 24

Lighting

LED lanternsqty 12
String lightsqty 8
Batteriesqty 24

Decorations

Fabric table runnersqty 12
Buntingqty 10
Decorative cushionsqty 30
Chalkboardsqty 8
Chalk markersqty 12
Table décorqty 12
Photo backdrop
Clothes hangersqty 60
Name badgesqty 150
Badge holdersqty 150
Pensqty 40
Permanent markersqty 12
Tapeqty 8
Double-sided tapeqty 6
Ropeqty 4
Scissorsqty 8
Poster puttyqty 6
Program bookletsqty 150
Wristbandsqty 150

Catering

Groceries

Cleaning

Waste binsqty 10
Waste sorting binsqty 4
Broom setsqty 3
Mopsqty 3
Bucketsqty 4
Dustpan and brushqty 4
Cleaning glovesqty 6
Microfiber clothsqty 20
Paper towelsqty 12

Tips

Build the programme before sending invitations. Allow 10–15 minutes between sessions for movement, questions and a late arrival, and note which narrator needs a wireless microphone or active speaker.
Set a registration deadline at least 7 days before the festival. Use the final numbers to prepare name badges, programme booklets, seating, child seats and dietary information instead of guessing on the day.
Assign volunteers to fixed jobs and shifts. Have one person at the registration desk from 30 minutes before opening, one person checking rooms and signage, and one person available for narrators and equipment.
Check rights and technical needs at least 14 days in advance. Confirm permission for every story that requires it, then test each microphone and speaker in the actual room rather than relying on a previous setup.
Finish food and drink logistics in the last 24–48 hours. Check stock against the shopping list, receive chilled products, chill drinks and prepare serving items, water jugs, reusable cups and thermos flasks before doors open.

Frequently asked questions

How far in advance should I organise a story festival?: Start at least 8–12 weeks before the festival. Fix the date and location first, then allow time for the programme, narrator confirmations, permits, insurance, invitations and registrations.
When should I send invitations for a story festival?: Send invitations 4–6 weeks before the event, with a registration deadline around 7 days before opening. That gives you time to print badges and booklets, assign volunteers and collect dietary requirements.
How long should story festival sessions be?: Plan most sessions for 30–45 minutes and leave 10–15 minutes between them. The gap covers room changes, questions, microphone handovers and visitors arriving from another part of the venue.
When should I test the sound equipment?: Test the active speakers and wireless microphones in the event room at least 24 hours before the festival, then repeat a short sound check 60–90 minutes before doors open. Keep spare batteries and a named equipment contact with the run sheet.

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